Permit Service Specialist (COMMUNITY DEVELOPMENT - PLANNING)

Specialized Clerical Work

This is specialized clerical work involving the review of permit application(s) and plan submittals to ensure they are complete and properly submitted, tracked, and issued in support of the administrative and clerical functions of the Community Development Department. Incumbents in this classification are responsible for permit application and plan intake, processing and fee collection related to plan review, permitting and any other regulatory process within the Community Development Department. Work involves the reviewing of all plans and permit applications submitted in order to determine if they are properly completed and that all necessary documents are attached. Duties require use of tact and independent judgment in reviewing the permit request with property owners, attorneys, real estate agents, architects, engineers, contractors and similar individuals. Responsibilities include independent work decisions based on experience and knowledge of departmental operations. Difficult technical, policy, or procedural matters are referred to a superior for resolution. Under the supervision of an assigned Supervisor, work is reviewed through observation of operations, personal conferences, achievements of stated expectations and goals, and adherence to City and departmental practices and policies.

Essential Job Functions

• Provides superior customer service and conveys information to contractors, design professionals, homeowners, business owners, residents, and various other individuals concerning the status of their permits through various media types.
• Reviews permit applications, plans, and related documents submitted by contractors, design professionals, homeowners, business owners, and various other individuals for completeness and the minimum submission requirements and determines the correct permit type the applicant should apply for. This includes both hard copy and electronic submittals.
• Inputs, verifies, and updates permit application data in the City's computer system.
• Identifies the appropriate review agencies (specific disciplines within the Building Division, Fire Department, Planning Division, Engineering Division, Landscaping and additional Departments or agencies) and routes plans for review to these agencies.
• Notifies appropriate parties involved in the plan review and permit application process of status throughout process, including but not limited to reviewers, applicants, and home owners.
• Verifies and accesses fees, creates invoices, and collects fees related to permitting within the Department.
• Processes approved plans for issuance and issues permitted plans once all required fees are collected and associated requirements are met.
• Schedules inspections and routes telephone calls regarding inspection time frames and questions.
• Responds to public inquiries in a courteous manner; provides information within the area of assignment; resolves complaints in an efficient and timely manner.
• Educates customers in permitting procedures and explains actions required for permitting processing.
• Demonstrate a polite, helpful and courteous manner when engaged in any activity involving the public while demonstrating an understanding, consideration, and respect for cultural, religious and gender differences.
• Interacts and consults with a variety of individuals and groups in the performance of job responsibilities, including City personnel in various departments, outside agencies, property owners, business owners, community groups and others.
• Participates in process improvements for the Department.
• Performs related work as required.

Requirements

Graduation from an accredited high school or possession of a GED equivalency diploma. Proof of the highest level of completed education must be submitted as an attachment with application. (Applications without attached proof of education will not be processed for consideration.)

Reasonable experience performing administrative duties, including customer service and public interaction. Experience providing administrative support or issuing permits in a construction, architecture, engineering environment or closely related field preferred.

Knowledge of Word and Excel required (Must pass Word/Excel pre-employment assessment).

Physical Requirements

Light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials up to thirty (30) pounds. Descending and climbing stairways and extended periods of sitting and standing may be required.

Work Environment

Work is performed primarily in a standard office environment. Tasks are regularly performed without exposure to adverse environmental conditions.

Sensory

The ability to perceive and differentiate visual cues or signals. Tasks require the ability to communicate orally and in writing.

Knowledge, Skills and Abilities

• Knowledge of the applicable ordinances, rules and regulations, which pertain to the issuance of permits and development process within the Department.
• Knowledge of departmental procedures in the receipt and recording of cash and non-cash payments.
• Knowledge of principles and methods of public record maintenance.
• Knowledge of fees pertaining to each type of permit.
• Knowledge of office practices, procedures and equipment.
• Considerable skills in the operation of computers, word processing, permitting software including electronic permitting, and PC applications.
• Ability to meet with the general public and contractors to explain the plan review and permitting process. Ability to ascertain the different types of permits and fees applicable to each construction project.
• Ability to establish and maintain effective working relations with employees within the Division, Department, and City, as well as external customers such as builders, contractors, property owners, representatives of commercial, industrial, and utility companies, and outside organizations with the goal of fostering positive employee relations and employee morale.
• Ability to understand and carry out moderately complex oral and written instructions.
• Ability to effectively communicate and educate the general public in layman's terms.
• Ability to make decisions in accordance with procedures, laws and regulations and apply them to the job.
• Ability to maintain clerical records and prepare various reports according to City and departmental requirements.
• Ability to manage tasks effectively and meet deadlines; ability to manage multiple, high-priority assignments.
• Ability to communicate effectively and persuasively, both verbally and in writing to individuals as well as groups.
• Ability to withstand pressure of competing priorities and varied responsibilities and to work efficiently and effectively to develop win-win solutions.
• Ability to meet with the public, and explain processes tactfully and impartially, sometimes in a stressful or emotional situation.
• Ability to work in a fast-paced environment.